Meeting & Event Notices
Submitted by Comyn on Sat, 02/03/2007 - 9:45am.
Official Business
I took a look through the Clann laws and the past minutes archive it appears that no one is officially responsible for making, and distributing event flyers. update: I obviously missed this. I remember this responsibility being loosely tied to the Brewey position at one point, but it is not included as one of the Brewey's official tasks in the laws. Over the years several members of various positions have worked on this task, including Aonghus when Chieftan, myself when I was Bard, and Brogan as Fili. I cannot find any mention in the past meeting minutes where a flyer was officially required, or discontinued as a practice.
I agree that mailing these flyers may be cost prohibitive, and of limited value to the membership since we always have the meeting minutes to review but an electronic notice of some kind can be totally free (except for the time involved) and we can't expect prospective guests to know where to look in the minutes for this information. Also, I think, we want to have something we can formally hand out to someone that is interested (or email them) with the pertinent information. We can then send the flyer by mail to important folks in neighboring Clanns, or print off a quick copy for an interested friend, and we can refer to it ourselves more easily than meeting minutes for the event agenda. It should be something cool enough to hang on the fridge.
Simple solution
Once we define some basic information that is required to include in the announcement, we could simply add it as an event on the tdbcelts calendar (see Guthrum's example post for Imbolc). That post could be set to be 'sticky' and 'promoted' to front page, so that it always appears on the main page of the site until the event date passes. I think we should try to include all of the information we used to include in the old flyers.
I will bring this up at the next meeting, but I think that the creation of an official flyer (however brief) is an important part of the overall planning for an event. I think it's important enough to assign to a given Clann position (whichever position that ends up being) which seems would require a modification of Clann law.
Which Clann position should be responsible for event flyers?
Don't assign anyone - leave things as they are.
20% (1 vote)
Sencha (Secretary)
20% (1 vote)
Brewey (Hospitaler)
60% (3 votes)
Bard
0% (0 votes)
Total votes: 5
Meeting Notices
Submitted by Colin on Wed, 02/07/2007 - 7:19pm.
Dude, I totally agree. Bring this up if you forget I'll bring it up. But this is another possible use for the yahoo page since there are many others that get those emails.
We never sent anything out for Imbolc!!!
Sounds fine
Submitted by Aonghus on Thu, 03/01/2007 - 1:10am.
Historically speaking, we’ve been bad with hand outs.
We absolutely should have flyers.. event announcement, clan calendar marking clan meetings , and a intro brochure for newbies.
Problem is, no one keeps on top of it.
Event flyers were left sorta split between brewey and secretary in the hopes that one or both would have the skills and gumption to get it done.
Hasn’t quite worked out that way.
People pretty much rely on email to spread word and that’s it, unfortunately.
So.. if you can get it off the ground.. id say shoot for it.
Damn even if someone just premade four flyers to be reused over and over again or something. PDF download off the website kinda thing.. just change the dates.
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Monkey is a funny word.
Flyer Poll
Submitted by Comyn on Thu, 03/01/2007 - 7:14am.
I think the main reason that it has been hit and miss is that it isn't assigned to any position. If we made it clear that this was an official responsibility of a given position, I think whoever runs for that position at Samhain will feel honor bound to get it done somehow. Obviously it would be unfair to force this new job on anyone already in a given position this year but we could vote to make it take effect next year. I've added a poll to the top of this thread (scroll up) on which of the three positions we think should be given the task. This is not binding at all, will expire in 4 weeks, and is open only to users set as TdB members.
More invites stuf
Submitted by Aonghus on Thu, 03/01/2007 - 8:07pm.
Ah actually.. historically speaking.. we did have it attached to either the brewey or the secretary. The idea was, we might get someone who is a good brewey but lacking in desktop publishing – was exactly what happened. The secretary, who was good at desktop was given the job instead.
The thing being, you could make points that’s is under the brewey under hospitality, or under the secretary as a group communication duty type thing. Either way. 6 of one half doz of the other. Perhaps a comity of one to design all the flyers for the next year and make them available to whomever would be best.
Prob is every once in a while a person comes along and does an exceptional job and scares people away from doing a “necessary and adequate” job.
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Monkey is a funny word.
Flyers from the minutes
Submitted by Comyn on Thu, 03/01/2007 - 8:51pm.
All of the information needed for the event flyer is compiled and written down at the planning meeting by the Secretary already, it makes sense that we set up some way for the Secretary to type it in once and have it do double duty (so to speak). I'll look into some possibilities there using the site's database. If we decide to make this an official Secretarial function (getting the data in the right boxes), then the Brewey could take it from there.
The Brewey position is the obvious choice for dissemination of event invites/flyers to people we want to have join us. This doesn't mean we need to go back to snail mail invites. They could be an email with attachment, or (my preference), a link back to the full invite on the site. The only problem with posting it on the site is whether to hide it or not. Many of those on our announcement list will not be members of the site and forcing them to set up an account may not be what we want to do, I dunno.
I had suggested that we compile a list at Pennsic (using the keg of doom raffle), and I think Guthrum has that list. I'd like to set it up on the site (obviously set it as private) so that it can serve as the basis for our invite list. One idea is to set up a mailing list (easy to do) with all the folks we want to invite and send the invite (or a link to a version on the web?) via email by posting to that list.
If the site is to serve these functions, I'll have to spend some time finding out how we want it to work and figuring out how to get it to do that. If we want to just mandate that an invite be made up with set pieces of information from the minutes, then I'm done already.
I like the idea of having a
Submitted by Guthrum on Sun, 03/04/2007 - 12:21pm.
I like the idea of having a web page that is an invite. It can have some of the cool clip art and grafix like Brogan has done. It might also be nice to have the invite missing the directions and those would be emailed to the person when they rsvp. This way we have some control over who gets the actual invite vs. who gets to see it. For example: Joe asshole views the invite and can't crash the event. He rsvp and we decide not to give him the directions. Joe nice guy sees the invite and he gets the directions and we have a better head count. What do you think?
RSVP idea
Submitted by Comyn on Sun, 03/04/2007 - 3:20pm.
I like your idea of an online invite with limited info with a successful RSVP required for more details. This really only affects the anonymous viewer, since folks invited by members would have all the info. An online invite means that I have more work to do obviously, since we would need to plan out how it should work and then set it all up. It seems that we would want to 'pull' together elements like short snippets of text about the holiday, some images from the galleries, some specific info from the last minutes, and build a complete doc. Sounds simple in theory, in practice - not really. The workflow for all of it would be intense. The creation of a simple form that some basic details get typed into would be easier, though I'm still new to Drupal. The event flyer could just be a page that we update with the most current info as it becomes available, and the link to it would never change, no need for a 'form' at all. That way it defaults to my job probably, though any interested member could be given rights to edit such pages.
Samhain 98 Invite: An example of an old TdB flyer, showing all the important elements. There are a some things to think about: Someone would need to be in charge of co-ordinating these RSVPs - who would that be? I don't want it to end up being me since I don't even currently hold a position and yet seem to hold a lot of power already. I could set up a special email address for the invite that would just forward to someone we pick to deal with that. If no-one in the Clann knows the person at all how do we decide who takes responsibility for that person? Is that already dealt with in the Laws? Would the officer/administrator tasked with filling out the invite form also email out a link to the site when it was ready or would he/she then pass that on to some other member to send it out? It could easily be a one-person job. I assume we would continue to use the Yahoo list for purposes of emailing.
We already have a pretty good arsenal of example invites to follow as an example of what information is required. I did flyers for several years and the Samhain 98 flyer linked here has all of the elements I think are important, though some stuff we have been blowing off lately, like a schedule on events (and trying to stick to it). Who we are, what we do, what we will have for feast, a schedule of things we'll be doing, some short info about what the holiday is all about, so cool graphics to grab attention and set the mood, contact info, costs, site rules.
invites
Submitted by Comyn on Sun, 03/25/2007 - 8:12am.
I am really sorry that I didn't make a more SOBER case for a formalized invite procedure at the meeting, but all of the ideas discussed in this thread (scroll up to read all the posts) are worth a read. updated: We are probably mixing up two separate things here too - invites and flyers, thus leading to some of the confusion. Personally I was interested in seeing a formalized flyer, and hoping that we could reduce the amount of work required for such a thing. The Brewey is *not* responsible for FLYERS, I believe - just 'invitations'.
To summarize what I think came out of the last meeting (correct me if I'm wrong here) is that:
Yes, the Brewey is responsible for invites.
No, we don't mandate a physical mailing anymore.
Yes, electronic invites are acceptable.
Brewey is an elected position. Let the person in that role do their job as they see fit.
Eberwulf brought up the one point I wanted to clarify which is that running the website creates SEEMING overlap with the Brewey position because it provides a MEANS for an electronic invite as an event post on the calendar, just as the Yahoo group also provides a means through mass email. Since we made no mandate at the meeting, it is entirely up to the Brewey how they choose to use these technologies or if they are used at all.
The point of the website demo was as formal announcement to the Clann that the new site is open for business - I offer to help you use the site, or modify the site to work however you need it to work. I have also committed to bring over old content so we have it organized somehow (though others can certainly help in this task if they choose to). Running the website or the Yahoo group doesn't mean that I am the one responsible for posting invites on it, although I will certainly help the Brewey do so if asked.
Minutes and invites
Submitted by Faellon on Mon, 03/26/2007 - 7:36am.
Hey Comyn
I went to post the minutes yesterday and I couldnt find the thing you were showing off where I can post the minutes in a Forum so that they would be easily viewable to all and also have them automatically create a book page in the Meeting Minutes Book. Was that something that only you can do as the site admin, since I think you were logged in as yourself to the live site when you were showing us that.
Thanks
Faellon
book page
Submitted by Comyn on Mon, 03/26/2007 - 7:39am.
Actually I was logged in as Eberwulf! Go to create content | book page, then the outline thingy shows up. Forum topics by default don't have that drop down. By the way, I noticed this weekend that this version of Drupal didn't get updated for the time zone change. I think I will blow that off.
re: book page
Submitted by Faellon on Mon, 03/26/2007 - 8:15am.
I had thought that I saw that we could create a forum topic so that it would be easily viewable from the front page and have it place that forum into a book page as well. Was I mistaken?
front page
Submitted by Comyn on Mon, 03/26/2007 - 8:02pm.
The only point I didn't address here was the front page issue. Currently I seem to be the only one that can 'promote' a story to the front page. Still looking at it. Should the meeting notes be promoted to a front page story whenever they are entered? I added an event on the calendar for the trailer work day too by the way.
forum into outline
Submitted by Comyn on Mon, 03/26/2007 - 8:49am.
Apparently it doesn't give anyone but me the option (and then only after it's been posted and I go back into it). If you post it in the forums (so it shows up in the new stuff), I'll file it away properly. Then I'll look around on how to enable that for logged in members.
outlining fixed?
Submitted by Comyn on Mon, 03/26/2007 - 9:05am.
I granted 'outline posts in books' permissions to TdB members. This should allow you to 'file away' Forum Topics in an appropriate place. HOWEVER - you can only file away a topic after it's been saved into the system. So you have to write up your post, save it, then go open it again and you'll see an 'outline' tab. Click that, and you can file away the post. This permission allows you to move around ANY POST in this manner - not just your own which is why it has been restricted to TdB members only! For instance, if you don't like how the Library is organized, you can go re-shuffle the pages around. This probably should be discussed first in the forums so users don't end up shuffling things back and forth with the result that we can never find anything...
outlining
Submitted by Faellon on Mon, 03/26/2007 - 7:15pm.
It worked! I posted as a forum and then went back and made a book page out of it.
gives me an idea
Submitted by Comyn on Mon, 03/26/2007 - 7:55pm.
Calling the notes by the event that we are planning makes so much more sense to me than the way that all the other notes are in there right now. I'm thinking about going in and updating all the archived notes so that they match Faellon's naming convention.
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